AgdaPkt 2016-11-07 Joint SA PFA - Laserfiche WebLink

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of the facilities for all users. ABM Parking Services is a qualified provider and Council may approve this service agreement without offering it for public bidding pursuant to the city’s Purchasing Guidelines. The proposed agreement maintains current management and operation costs with modest cost of living wage increases for staff, in order to be competitive with the current employment environment. Also included in the agreement budget is increased staff levels for coverage of the parking facilities during peak hours of use. The estimated annual cost for management of the parking facilities’ operation pursuant to the proposed agreement for the remainder of fiscal year 2016/17 is $372,975. The estimated total cost for management of the parking facilities’ operation pursuant to the proposed agreement for the initial term through June of 2020 is $1,950,832. The City’s cost is an estimate, as ABM Parking Services’ reimbursable expenses to maintain and staff the facilities fluctuate. Due to the potential fluctuation of expenses to staff and maintain the facilities, staff recommends that Council authorize the City Manager through the contract to increase the contract amount at their discretion, if necessary, by up to 10% of the original contract amount. Based on the possibility of these 10% increases, the not-to-exceed amount for the four-year initial term of the agreement is $2,145,915. The initial term of the proposed agreement is the remainder of fiscal year 2016/17 and the three subsequent fiscal years through June of 2020. Staff recommends that Council authorize the City Manager to extend the agreement upon expiration of the initial four year term annually for a period of up to four years, should ABM Parking Services continue to meet or exceed expectations. If the City chooses to extend the contract beyond the initial term, ABM will provide an annual budget for the additional year of service prior to the extension of the contract. Based on the consumer price index ABM per the contract may increase the budget amount by up to 3% per additional year. The not-to-exceed amount for the entire contract, including all four optional extensions, is $4,693,999. ALTERNATIVES Council may choose not to approve the proposed agreement with ABM Parking Services and direct staff to modify the scope of work, or to investigate other service providers, or alternate means of managing the downtown gated parking facilities. FISCAL IMPACT Funds for the first year of the proposed agreement are available in the fiscal year 2016/2017 from the Parking District Fund -- Parking Facility Operations which has an available balance of $500,000 as of June 31, 2016. A mid-year budget amendment of approximately $150,000 may be needed if the City desires increased staff levels in the parking garages during peak use periods. The additional cost will be offset by increased revenue projected beyond the current budgeted amount. The proposed agreement may be cancelled by the city with 30 days’ notice and without cause if funds are not available in fiscal years 2017/18, 2018/19, or 2019/20. 6.1.D. - Page 2